Before investing in a new system, an organisation needs to check that the system is going to align with the business strategy. Too often, organisations get caught up in the excitement of shiny, innovative technology, only to realise later that the system does not quite fit and no one knows how to use the system properly.
Whether you are upgrading your finance software, CRM system, or replacing the trusty spreadsheet with something smarter, the considerations outlined below will help you make an informed decision about the system/software purchase.
Strategic Alignment
o What issue is your organisation trying to fix?
Is there a clear inefficiency, error, or pain point that this system will address?
o Will the system support the organisation’s bigger picture?
How does it align with your organisation’s strategy?
o Will the system grow with your organisation?
Consider what your needs will be in 3–5 years from now, not just today.
Engage the Correct People
o Who are the users?
Consult the people who will be using the system daily, not just the leadership team.
o What do the users need?
Capture the real-world challenges and wish lists from the departments involved.
o Is there leadership buy-in?
If the decision-makers are not convinced about the purchase of the software, then the implementation of the new system will be delayed.
Understand the Features
o Map your current processes.
Know exactly what steps you are trying to improve or automate.
o Prioritise Needs Vs Wants.
Decide what is essential from Day One and what is just nice-to-have.
o Check system compatibility.
Will it integrate smoothly with your current systems?
Run the Numbers
o Calculate the full cost of the new system.
Consider setup fees, ongoing support costs, user licenses, training, and future upgrades.
o Measure the value of the new system.
What time or cost savings will this system deliver?
How will the success of the new system be evaluated?
o Vet the system supplier.
Assess if they are financially stable and reputable.
Ask for case studies or references.
Compliance and Data Security
o Where is the data stored?
Ensure it meets Australian Privacy Principles and your sector’s standards.
o How secure is the data?
Does the system have multi-factor authentication, encryption, and user controls? These should be non-negotiables.
o Who owns the data?
Can you export your information easily and maintain control of your data?
Plan for Support and Rollout
o What does onboarding include?
What is a realistic time for implementation?
What training and guides are available?
o System Support
What help is available once the system goes live, and implementation is successful? What is the average response time to a customer query?
o Documentation/Community
Is there a resource library or active forum?
Trial and Decide
o Pilot or Demo
Can you test the system with your processes and staff?
o Gather User Feedback
What did the users love or struggle with during the demo, and would they recommend going ahead with the system?
o Prepare Business Case for Leadership
Can we communicate the costs, benefits, and risks of acquiring the system? What decision do we need from leadership to proceed?
By asking the right questions from the start will help shape the right mindset for change and ensure the organisation selects the most suitable system.
